18-RESOLUTION CONTRACTING WITH LAMAR COUNTY ELECTIONS REPEALING RES. NO. 2011-004

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5ubmittal Date: 02/07/11 Council Date: 02/14/11 CITY COUNCIL AGENDA ITEM BRIEFING SHEET Originating Depattment: Presented By: Agenda Item No.: City Clerk Janice Ellis 18. RECOMMENDED MOTION: Move to approve a resolution contracting for election services with the Lamar County Elections Administrator for the City of Paris 2011 General and Special Election; repealing Resolution No. 2011- 004; and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Elections "ri%-nlricVU1VL: uontractmg with the (;ounty Elections Administratar will allow the jurisdictions to share the costs of election workers and to use direct recording electronic (DRE) devices. Pursuant to Federal Law, every polling place is required to have a DRE in order to be compliant with the Help America Vote Act. In September 2008, Lamar County created a county elections administrator, making it a possible to combine polling places and resources. On January 24, 2011, City Council approved resolution number 2011-004 contracting for elections services with the Lamar County Elections Administrator for the May 2011 general election. Subsequently, an initiative petition proposing an ordinance prohibiting the privatization of residential trash services was certified, and the Charter requires that an ordinance be passed or that an election be ardered. In addition, City Council indicated they wanted to call a Charter Election on the same date. Estimated cost for the General Election in May 2011 was $8,717.38. The estimated combined cost for the General Election and the Special Election is $13,061.83, which includes an administrative fee to be paid to the County Elections Administrator. We have $12,500.00 budgeted for the General Election. Functions to be performed by the County Elections Administrator and City Clerk are set out in the Contract. In addition, the City Clerk will continue to prepare election packets for the candidates; conduct the drawing for order of names on the ballots; arder background checks on candidates; inform candidates of upcoming deadlines; will be available to citizens during early voting and on election day; will be at the Lamar County Courthouse Annex on election night; and will arrange for a staff inember to be at the City Hall Annex on election night to announce returns. UvnnL/ t,umM1551UN KECOMMENDATION: EXHIBITS: Resolution and Contract ACTION: ❑ Fi BUDGET INFO: nancial Report ❑ Minute Order ❑ D R Expense $13,061.83 estimated epartment eport ~ Resolution ❑ Presentation ~ O di Budgeted Amt. $12,500.00 for general election r nance ❑ Public Hearing ❑ Other y'I'D Actual Acct. Name Frcr e i Mr%mr. o. Acct. Number REVIEWED AND APPROVED BY: ~ Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Municipal Court E Legal ❑ Library ❑ Police ❑ Eng./Public Works ❑ Finance ❑ Fire ❑ Utilities City of Paris 124 Revised 2/04/08